*Please note that due to COVID-19, event restrictions may apply and additional approval may be needed. For the latest event guidance visit: https://coronavirus.ucsf.edu/events.
All RCO events on- or off-campus must be approved by Campus Life Services (CLS). Event approval is obtained by submitting an event request in Group Portal. Depending on the nature of your event, your RCO may be required to secure liability insurance. Please remember that RCOs should not sign any contracts for off-campus events without consulting with Campus Life Services (CLS).
Staff RCOs may reserve tables and chairs through CLS. Please note a fee may be charged. All requests must be made through the CLS Procurement Form.
Educational Technology Services (ETS) has implemented a “no-show” policy. RCOs may be charged if they reserve a room and do not utilize the space. Cancellation must be provided 48 hours in advance.
How to Submit an Event to Group Portal
You must be an "officer" in your group's portal in order to submit an event request. To submit an event request, log into Group Portal, navigate to your organization's portal, click on "Events" and click on "Create Event". Within the Event Request Form you will be able to request table & chairs, ask permission to serve alcohol and even publicize your event. [video] If you have any questions or would like to speak to one of our staff members, please contact CLS Arts and Events (artsandevents@ucsf.edu)!
Top 10 Steps to Planning a Successful RCO Event
- Pick a date.
- Decide how many people you are going to invite.
- Choose a location and reserve through Group Portal.
- Order tables & chairs through Group Portal's Event Request Form.
- Get permission to serve alcohol Group Portal's Event Request Form.
- Ensure any event expenses falls within remaining RCO allocated funding for the fiscal year.
- Look into event insurance and make sure your event is covered by the University Insurance Policy.
- Review the Events Accessibility Guide.
- Reach out to ETS (edtech@ucsf.edu) for technical support.
- Get support during your event. Who do you call?
- Technical support: contact Classroom Support (415) 476-4310 OR (415) 476-4357. Available Mon-Fri, 8 a.m.-5 p.m.
- Info. or support with already-reserved tables, chairs or unlocking of doors during an event: contact Facilities Management (415) 476-2021: open Mon-Fr, 8 a.m.-10 p.m. If you are calling outside of regular business hours, they will forward calls to the power plant number (listed below.)
- Non-emergency weekends/after-hours: (415) 476-1414: UCPD, open 24 hours/seven days a week. Please note: They do charge for some services.
- Electric power, lockouts etc.: (415) 476-4066 Power Plant/utilities will put you in touch with campus engineers. They do not charge for their services.
- Emergency: 9 - 911: must dial from a landline campus phone. This is the fastest way to get help on campus in case of an emergency. Dial 911 from a cell phone.
